Project Manager and Operational Lead for Outpatients
East Kent Hospitals University NHS Foundation Trust
This post is a key member of the Outpatients Team at East Kent Hospitals University NHS Foundation Trust.
The project manager/Operational Lead role is responsible for the delivery of projects to support the Outpatients Transformation Programme and to provide analysis in the support of service delivery for the wider Senior Management Team. The role includes leading transformational change for the Trust against a National Outpatients Transformation Programme and will include communication across services, ensuring appropriate processes and procedures are in place and updating/reporting on project progress.
Main duties of the job
1. Maintain responsibility for the projects in your charge with an overview of the day-to-day & future planning for service improvements & transformational change.
2. Responsible for analysing in-depth data utilising knowledge from the Outpatients Services to make clear proposals and recommendations for service change or process change to enhance service delivery.
3. Assist in the development of the Outpatient Service Trust wide in conjunction with the other members of the Outpatient Senior Leadership Team in line with the Trust's strategic direction.
4. Ensure compliance with KPIs, national standards & legislation within the sites of the service.
5. Ensure that the service has an appropriately skilled & effective workforce supported by competency frameworks & productivity measures appropriate to the area of work.
6. Represent the service at Trust wide forums and inter-agency meetings deputising for the Deputy General Manager when required.
7. Actively take part in and support divisional initiatives and issues.
8. Understand and assist with the Business Planning process and identify areas for cost improvements and income generation.
9. Lead on publicising & market Outpatients highlighting operational change and fostering of excellent working relationships across the care groups.
10. Influence and negotiate between the different functions of the service & between different departments of the Trust.
About us
We are one of the largest hospital trusts in England, with three acute hospitals and community sites serving a local population of around 700,000. We also provide specialist services for Kent and Medway.
We care about our patients and our people. We are focused on providing outstanding, safe patient care, and a positive working culture that benefits staff and patients alike. With our emphasis on staff training and development, a staff support scheme that's second to none, and a healthy package of benefits, it's easy to put down roots in East Kent Hospitals.
At East Kent Hospitals we have the opportunity to transform the way in which healthcare is delivered to the communities we serve.
This is an opportunity for individuals with experience of project management to join the organisation and create and drive the delivery of the outpatient transformation programmes.
Job responsibilities
1. Retain overview that all equipment is maintained, serviced & repaired.
2. Promote & maintain effective working relationships & communications with consultants, clinical, operational & managerial colleagues & other multi-agency professionals.
3. Lead & facilitate decision-making, within the service in conjunction with the Senior Management team.
4. Manage & deal with sensitive & contentious issues.
5. Use & maintain software packages.
6. Take responsibility for professional, policy and procedural processes to ensure best practice within the service.
7. Develop excellent working relationships with the leads of Governance Patient Safety and Quality Improvement Managers to raise the profile and highlight the importance of governance across the service.
8. Measure and report quality improvement metrics reporting at agreed frequency.
9. Identify and minimise clinical and non-clinical risk issues reporting to the Outpatient Senior Team as appropriate.
10. Working closely with the Governance Patient Safety and Quality Manager.
11. Implementation of action plans to address areas which fall below acceptable standards.
12. Ensure that accurate and legible patient records are kept in line with professional and legal requirements.
13. Participate in audit and research programmes appropriate to the service.
14. Report, investigate and act upon complaints and adverse incidents in line with Trust policies.
15. Collate themes, identify and share learning points and changes to practice for the service.
16. Ensure staff standard of dress and appearance promotes patient and public confidence in Infection Prevention and Control practice within the service.
17. Negotiate service level agreement with facilities provider and monitor performance, ensuring all staff are aware of how to request additional cleaning and report non-compliance.
18. Participate in outbreak meetings as appropriate.
19. Liaise with Health & Safety and Infection Control in order to maintain a Covid-19 Working Safe environment for all staff.
20. Taking the lead role in planning effective throughput of patients within the Outpatient setting in accordance with the 2 week and the 18 week pathway.
21. Act as the patient advocate and ensure the advocacy role is understood by all staff.
22. Ensure that Privacy and Dignity is maintained at all times.
23. Promote excellent Customer Care sharing knowledge/experiences with others and assist in training to promote better quality service.
24. Identify opportunities to enhance patient experience and lead on implementation of change to achieve these.
25. Promote across the teams the importance of putting the patient at the heart of everything we do and actively seek feedback which can be acted upon.
26. Retain overview of the service vacancy factor and monitor active recruitment to vacancies within budgeted establishment.
27. Monitor and lead on robust management of short and long-term sickness in accordance with Trust policy.
28. Work with Operational Management team to ensure performance reviews are undertaken for all staff.
29. Ensure an effective learning environment for all staff and encourage and enable all staff to reach their full potential and develop their career aspirations.
30. Encourage team members at all levels to follow the work smarter and getting it right first-time ideas by streamlining and modernising their ways of working.
31. Ensure adherence to the Governance Framework ensuring appropriate policies, protocols and guidelines are in place to support practice.
32. Maintain and update the service base risk register on a monthly basis.
33. Where there are areas of concern, ensure these are escalated appropriately identifying a clear reason for escalation.
34. Work with Operational team to ensure staff complete mandatory training updates to achieve above 95% compliance for the service.
35. Implements and embeds Policy changes within the service.
36. Identify own personal development needs and maintain the knowledge and skills necessary to perform the role effectively.
37. Develop and maintain a professional portfolio.
38. Participate in an annual performance review with relevant updates, and to follow your personal development plan as agreed with your line manager.
39. Coordinates and plans the Outpatients service.
40. Makes daily judgements to achieve agreed objectives and has the freedom to do so working within organisational and professional policies.
Person Specification
Qualifications and training
* Educated to degree level, or able to demonstrate an equivalent level of knowledge gained through relevant education, training and experience.
* Project Management Qualifications such as Prince 2 or Managing Successful Projects or equivalent or other relevant experience.
Skills and experience
* Experience of leading change projects in large/complex organisations.
* Experience of developing and producing project plans and strategies.
* Project Management competencies, including well developed planning and organisational skills and the ability to work under pressure and meet deadlines.
* To be able to critically assess the quality of complex plans.
* Ability to develop strong relationships with Executives, clinicians and other senior management.
* Able to analyse complex data, reports and interpret statistical (including financial) data and draw conclusions. Able to think strategically and to analyse complex issues.
Personal/professional attributes
* The successful candidate will be a highly motivated and dynamic individual, able to work flexibly in a fast-paced environment and hold themselves (and their team) to account for achieving tangible result. He or she will also be able to demonstrate an appetite for learning and self-development.
* Strong presentational and inter-personal skills with the ability to communicate at all levels, working on a wide range of challenges simultaneously, to demanding timescales.
Other requirements
* Ability to travel between Trust sites in a timely manner.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
East Kent Hospitals University NHS Foundation Trust
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